Maintenance & Repair Administrative Specialist

Cornerstone Wireless • Phoenix, AZ

3d

About The Position

The Maintenance & Repair Administrative Specialist supports maintenance and repair operations through vendor coordination, invoice and receipt management, payment processing support, maintenance recordkeeping, repair-request tracking, preventive-maintenance scheduling, parts and supply support, reporting, and general administration. The role coordinates with vendors, technicians, operations staff, and Accounting to help ensure repairs and scheduled maintenance are documented, followed up on, and completed on time. Technical repair experience is not required.

Requirements

• Proficiency in Microsoft Excel, Outlook, and Word.
• Strong organizational skills and attention to detail.
• Ability to follow up on multiple tasks.
• Ability to communicate professionally with vendors, technicians, operations staff, and Accounting.

Nice To Haves

• Previous experience in administrative support, vendor coordination, purchasing, or accounts payable.
• Experience in logistics, warehouse operations, fleet maintenance, or equipment repair.
• Basic familiarity with equipment and maintenance terminology.

Responsibilities

• Identify repair shops, parts suppliers, and service providers; request and compare quotes, pricing, availability, and turnaround times; and coordinate service appointments.
• Collect, organize, and file invoices, receipts, purchase orders, and supporting documents; verify charges against approved quotes and completed work; and follow up on discrepancies.
• Prepare payment requests, obtain required approvals, submit documentation to Accounting, track payment status, and respond to vendor billing inquiries.
• Maintain equipment- or asset-level service records, including service dates, repair details, parts replaced, costs, mileage or operating hours, and next scheduled service.
• Track open maintenance requests, appointments, repair progress, and completion dates; follow up with vendors and communicate updates to the maintenance team.
• Track upcoming preventive maintenance requirements and send reminders to help ensure service is completed on time.
• Assist with ordering approved parts and supplies, tracking deliveries, and organizing related purchase records.
• Update maintenance expense reports, vendor contact lists, warranty records, and other departmental files.
• Provide general administrative support as needed.

Benefits

• Health, Dental, and Vision PPO Insurance
• Life, STD, and LTD Insurance
• 401(K) Plan
• Paid Time Off
• Additional paid time off for bereavement, weddings, birth of a child, and other events
• Years of Service Awards
• Education Assistant Program, based on eligibility

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed